Employee Handbook: Key Issues for This Year

The start of a new year is a great time to review and reinforce your business practices and policies with staff.

Whether you have a list of company rules, code of conduct, code of ethics or employee handbook it is important to review, update and reissue these documents annually. When making changes, be sure to:

  • Refer to the employment laws and make sure your documents are legal and up to date with the current best practices;
  • Address any issues that may have come up in the last 12 months regarding conduct at your workplace.

Some newsworthy issues from 2014 include:

  • Social media use
  • Use of company equipment
  • Sexual harassment
  • Workplace violence and harassment
  • Mental health
  • Accommodation of workers, and
  • Medical marijuana

Bill 18 Passed

The Stronger Workplaces for a Stronger Economy Act, Bill 18, received Royal Assent on November 20, 2014.

This Bill introduces a number of key changes to Ontario workplace legislation that will protect vulnerable workers and may impact your workplace.

Bill 18 Highlights:

  • Annual minimum wage increases will be linked to the CPI (the cost of living index) for Ontario
  • Liability for unpaid wages will be shared between temporary help agency and employer
  • New reporting requirements for temporary help agencies and the employers who use their services
  • Monetary limit for the recovery of unpaid wages was removed
  • Time limit for recovery of unpaid wages was extended

Employers who use temporary help agencies should ensure that the agency is compliant with all employment regulations. Refer to the Ministry of Labour directly for details and implementation schedules.

Are Your Best Employees Leaving? Employee Retention Interviews

Employee turnover is a real issue for employers of all sizes in 2014. Workplace surveys indicate that 65% of Canadians would leave their employer for a better opportunity.

Employees are willing to look at new opportunities for more money, career advancement, and positions that better match their educational background or personal situation (a shorter commute, more flexible work hours, etc.).

Many employers now conduct exit interviews to find out why their top employees are leaving. This is an important step in reviewing your business practices. The next step is to make use of this information. Are your salaries and benefits competitive? Are you promoting your best employees?

Better yet, be proactive and conduct “stay interviews” with your employees. Find out why they are staying with your organization and what could be improved.

Defuse the Workplace Conflict Ticking Bomb

Whenever several people work together there’s always a potential for conflict. Conflict can be healthy: disagreements may promote sharing and discussion of ideas, leading to better decisions. But sometimes these disagreements escalate to bullying, harassment, and violence.

What should you do if you find yourself in the midst of a workplace discord?

As an employee…

Talk to your manager. It is the manager’s job to know what’s going on and mediate the disagreements. Let your manager know of the situation before it affects your productivity and well-being.

As the manager…

Talk to those involved in the conflict, and remind them of the common goal. In some cases, there’s simply no common goal and the parties’ personal interests are at stake (perhaps you’ve heard of the parking space wars). While it may be more difficult to find a compromise in this situation, it is still possible. Keep the “win-win” outcome in mind and a positive mindset.

For tactics on dealing with workplace conflict, see this excellent article:
http://www.forbes.com/sites/mikemyatt/2012/02/22/5-keys-to-dealing-with-workplace-conflict/

Productivity Booster or Buster?

4 Simple Ways to Deal with Tech Distractions in the Workplace

Co-workers, technology, meetings, and noise are the main factors adversely affecting productivity according to CareerBuilder research.

Technology frequently ranks as the top disruptor, but let’s face it, the internet, social media, and cellphones are here to stay. It is especially difficult to manage tech distractions for those of us who use the very same technology to perform our work duties.

For maintaining a consistent workflow and a clear mind, I found these tips useful:

Turn off the cell phone

If your job doesn’t require the use of a cell phone, turn it off. Once the initial withdrawal symptoms subside you won’t miss it at all.

Turn off the alerts

Social media, emails, texts, games. Try it for just one day and you will notice how much better you’re able to focus on the task at hand.

Send shorter emails

…to those who know you well. To someone less familiar with you, short emails can come across as rude. In this case consider picking up the phone: a conversation is often more efficient.

“I didn’t have time to write a short letter, so I wrote a long one instead.” – Mark Twain

Take frequent breaks

Get up from your desk and move. Yes, you could use that 15 minutes on email or checking social media updates, but are you really relaxing? Take a walk to clear your head.

Encourage your staff to try these suggestions and lead by your own example. (We said these tips were simple, not easy!)

New Family Care Leave in Ontario

A recent amendment to the Employment Standards Act (ESA), provides families with 3 new unpaid leaves of absence which will come into force at the end of October 2014:

  • family caregiver
  • critically ill child care
  • crime-related child death or disappearance

These new unpaid leaves build on the existing Family Medical Leave currently available under the ESA.

Ontario is calling on the Federal Government to extend Employment Insurance (EI) compassionate care benefits for those taking the new family caregiver leave. EI is currently available for those caring for a critically ill child and income support grants are available for parents of murdered or missing children.